TOPIC:

Hi,
In our club we found a serious problem with the Agendas, everything started when I created 3 templates for our meetings. The templates were generated and save on the site on the First Week of January 2015. Then we started to use them to create the weekly agendas.

After we created the agendas for January, February and March, we notice that we have some General Agenda Items that will not need to be a role assignment, at the beginning we could edit each item on the published weekly agendas, but It can be fixed on the Templates. After trying in several computers, operating systems and Browsers, we could not find a way to update the templates. And in some times the problem start to replicate in the Weekly Agendas, so the issue jump from the templates to the Agendas, unfortunately we could not document those errors, but we find the way to replicate the problem.

1. On our Templates We have some Agenda Items for "All" members so we don't need to assign a rol. Example: In the hour 7:25PM "All - 1 Minute to Complete Evaluation Forms" Duration 1 min. Appears the button "Click to Assign Member" [fig1]

2. If I try to edit this Agenda Item, I click on the Edit Button and I see that the selection for this role is Innactive. [fig2]

3. The field will not change even if I click the button "Save"

4. Then I add a new Agenda Item with the same values as the one I want to change.
The new field will appear at the end of the Agenda, in this case at 9:00 PM without the button to "Assign Member". [fig3]

5. Then I Move the field to the hour 7:25PM and I have now two Agenda Items. [fig4]

6. I saved the Agenda and it will save the changes, but notice that the field is switch (the one with button is now on the top). [fig5]

7. I delete the Agenda Item with the button selection and I have the desire Agenda Item. [fig6]

8. When I click the "Save" button the Agenda Item return to the initial state as the point 1. [fig7]

There are other areas where this behavior is happening. Like the last Item Meeting Adjourn. [fig8]

I believe this is a task that someone in the Development Team should address or check if it is only our site.

Thank you for your attention.

Anytime you are in the editor screen, you will see the drop downs to select a member. Some clubs actually assign permanent members into those roles, such as the President, the Sargent At Arms, etc.

What you are seeing is not an error.

Hi Roger,
Thank you for your quick answer.
In some of the Agenda Items I will need to set the task to Not Assign any member, because is something that all the members are going to do. Like the Evaluation of a speech; or even when the Meeting Adjour we do not need any member to be assigned to this, it is not a role. In fact I have some roles that are working the way I want.

In the attached figure #2 you will see on the Editor Screen that we have the option to restrict the task to be assign to any member. It is working in some places, but not in others. Why is happening this or why is doing that the site is my concern. As soon as I click "Save" to save all the changes, the Agenda Item goes back to the drop down menu to select a member, even if I set the item to avoid this.

If this is not an error, can you tell me what I am doing wrong?

Thank you.

Art

I think you are misunderstanding the way the system interprets “This is a role for which members can sign up”. If it is checked, any member can opt in to that role if it has not already been assigned. If it is not checked, members will not be able to select that role, but the admin or VPE can assign a member. As Roger mentioned, is can be used for pre-assigned roles such as President or SAA. Those roles can be assigned in the templates and will ripple through to the agendas. Regardless of whether the option is checked or not, the drop down list will be available to the Admin or VPE to assign some-one to the role. In your case you can just leave it blank (or you could create a dummy member called “All” and select that – it will show up in your role reports if you do that).

The reason that you sometimes see the drop down and not at other times is that when there are roles that appear more than once on the agenda and you enclose them in asterisks, such as *Toastmaster*, it is only necessary to assign someone to the first occurrence on the agenda, the rest will be assumed. If you have two roles with the same name, the system only shows the selection box on the first occurrence. If you delete that agenda item, the next occurrence becomes the first, so the selection box now shows against that occurrence. Of course you shouldn’t have two roles with the same title – if you did you would add a number to the end e.g.Speaker #1, Speaker #2.

The main thing is that the selection boxes are only visible to the person editing the agenda. The sign up option only affects the Member view of the agenda.